A hall on Monday, a park on Wednesday, a hired studio on Saturday. Put every class on one page whatever room it is in, cap each one at what that space actually holds, and let people book and pay for their place without anybody being on a phone.
Blu CircuitsBook online
CircuitsHall, Mon · 8 left$8.00
HIITStudio, Sat · 4 left$10.00
MobilityPark, Wed · 12 leftBook
Next freeMon 6:30 PMWed 9:30 AMSat 8:00 AM
Cap set by the room
18 in the hall
Thirty in the park
Paid at booking
$8.00
No float at the side of a hall
Confirmation
Sent
Email, with the venue on it
Every one of these takes something off an instructor who is driving between venues, without letting a class take more people than the room in front of them holds.
Every class on one page with its venue, its time and how many places are left. Somebody who trains with you on Mondays finds the Saturday class without knowing you hire a different building for it.
The same circuits class holds eighteen in the hall and thirty in the park. Set the cap per class so it stops where the space stops, and let the people who missed out wait for a place rather than turn up hoping.
With no reception there is nobody to take money at the door, so it is taken at the booking. A single class is paid for there and then, and on the paid plans a card of ten sits beside it and counts itself down, so nobody is carrying a float to a hall.
A confirmation when they book, and a reminder the night before on the paid plans, each carrying the venue, the parking, what to bring and a link to cancel, which matters most on the week a class is in a different hall.
A class that runs every Monday for a term is one series with a last date on it, not forty separate entries.
Publish it and the whole run is bookable from day one, so somebody can book three weeks ahead around a shift pattern.
When the hall is not available for half term, that week comes out on its own without touching the rest, and when the term ends the slots free themselves rather than sitting in a calendar as a claim on a room you no longer hire.
An instructor with no front desk finds out how many people are coming by counting them when they arrive, which is too late to do anything about either a full class or an empty one.
A booked class is a list you can read at six in the morning: how many, who, and whether the two who booked last week are on it.
On the paid plans you mark who arrived as they come in, so a regular who has quietly stopped is somebody you notice rather than somebody you remember in three months.
Five past six on a Monday and you are loading kit for a class you cannot count. Bookings arrived as four messages, two comments under a post and one person who always just comes. Some of them paid last week, some will pay in cash, and one of them told you on Friday she could not make it.
The Saturday class in the hired studio is at the other end of this week, and three people asked at the weekend whether there was room. You have not answered because you were teaching.
Picktime puts every class, in every venue, on one page people book and pay from, so the number in the car is the number in the room, and the answer about Saturday is a page rather than a Sunday evening.
3People who asked about Saturday, still unanswered
6Different ways the bookings came in
A hall you hire on Monday evenings, a park with no hours at all, a leisure centre studio on Saturday mornings. Add each as its own location with the hours you actually have it, so nothing is ever offered in a room you cannot get into.
Add each class with its length, its price and how many that particular space holds, which is a different number for the hall and the park. Set the ones that run weekly as a series with a last date on it.
The booking page is a link, so it goes in the Instagram or Facebook bio, on your own site behind a Book Now button, and on a QR code on the poster in the hall. Comments under a post stop being the booking system.
Teach four hours a day and you are out of reach for four hours a day, which is precisely when people ring.
The free plan is a plan, not a trial. There is no date at which it stops, no card to add, and nothing that quietly turns off in a fortnight.
Most instructors teach around something else, and the collision is always with the other thing. Connect the calendar you already live in and every class shows there too, so a Thursday shift or a school pickup blocks the hour instead of quietly competing with it. A booking widget puts the timetable on your own site and online sessions get their own link.
The apps for iOS and Android and the phone browser all show the same list, so the count for the six-thirty is on the screen in the car before the kit comes out of the boot.
If your classes are all in one building, most of them will do. If they are not, say a hall, a park and a hired studio, the thing to test is whether each venue can keep its own hours and its own capacity on one timetable. Picktime does that, and people book from a page rather than an app they have to install.
A gym has a front desk, a membership and a building, so its needs are different from an instructor’s. Picktime covers both cases (classes with a cap, one-to-one sessions and more than one site) and the free plan is enough to run a timetable before deciding.
That is usually a separate question from booking, and worth keeping separate. Picktime keeps client records alongside the diary (contact details, what somebody has booked, what you asked them when they first came), which is what most instructors actually need rather than a sales pipeline.
The ones that let somebody book and pay in the same step, cap the class where the room does, and offer a returned place to whoever is waiting. Those three between them are most of what a class timetable needs; everything else is preference.
Yes. Capacity is set per class, so the same circuits session can stop at eighteen in the hall and thirty in the park. The page shows how many places are left and stops taking bookings when the last one goes.
Yes, on the paid plans. A class pack is paid for once and counts itself down as it is used, so a regular books each week without paying again and you can see how many they have left. Single classes sit beside it, paid at the moment of booking.
The place goes straight back on sale, which is what turns a message at nine at night into a filled space rather than a gap you find out about at six in the morning. A waiting list, so the place is offered to whoever wanted it first, is on the paid plans.
One class, one format A single class format run to a timetable, filled one place at a time.
See aerobics class scheduling
Members and a floor A building, a membership and a front desk, with classes on top of all three.
See gym scheduling
Terms and drop-ins Terms, courses and drop-ins in a room with a mat count rather than a floor.
See yoga studio schedulingFree forever for one instructor. No card, no trial clock, and every venue can be on one timetable before next week.
Google Calendar
Outlook Calendar
Stripe
PayPal
Facebook